Executive Assistant (Emergency Hire/Temporary Hire)

California State University, Dominguez Hills Toro Auxiliary Partners

About CSUDH TAP:

The California State University, Dominguez Hills Toro Auxiliary Partners (“TAP”) is a non-profit organization and was incorporated in 1968 as a partner of the California State University, Dominguez Hills (CSUDH or the “University”) to provide supplemental services that enhance core academic programs which are an integral part of the University’s educational mission. CSUDH is a highly diverse, metropolitan university primarily serving the South Bay area of Los Angeles County. CSUDH is one of 23 campuses that comprise the California State University System.

TAP offers tremendous personal and professional growth opportunities, in addition to competitive compensation and a highly attractive benefits program, including employer-sponsored health, dental vision, life insurance, retirement program and vacation pay.

Position Summary
Reporting directly to the Chief People and Operations Officer, the Executive Assistant is a pivotal role in providing high-level administrative and operational support to the Chief People and Operations Officer and Leadership team. This individual will also act as a liaison to the Board of Directors. The position requires a proactive and highly organized professional who thrives in a mission-driven, results-oriented, team centered and community-focused environment. The ideal candidate will demonstrate exceptional judgment, proactivity adaptability, confidentiality, flexibility, time-management and a keen ability to balance priorities across multiple stakeholders, including support of senior leadership. This role demands professionalism, discretion, and the capacity to manage sensitive information.

Salary Range: $60,000-70,000 (Estimated starting $68,000)

***This is an emergency hire position and is temporary with the potential to be permanent.
 

Essential Duties and Responsibilities

• Primary Executive and Leadership Support - Acts as the primary support for the Chief People and Operations Officer and the Leadership team, handling all communications and ensuring seamless operations for leadership activities. This includes calendar management, meeting coordination, and responding to the needs of the Senior Leadership team.
• Administrative Support for Chief People and Operations Officer - Provides administrative support to the Chief People and Operations Officer including preparing documents, reports, presentations, coordinating cross departmental projects and tracking progress. Ensures Chief People and Operations Officer is prepared for external meetings with accurate and timely reports, agendas, and presentations. Handles expenses reporting and ensures the timely execution of all administrative tasks. Anticipates upcoming deadlines and proactively communicates to the Leadership team on behalf of the Chief People and Operations Officer.
• Advanced Calendar and Meeting Management - Manages complex schedules for both the Executive Director, including resolving scheduling conflicts, coordinating meetings, and ensuring optimal time management for all parties involved. Proactively anticipates the need for calendar adjustments and facilitates the changes in a timely manner.
• Event Coordination - Collaborates with the Chief People and Operations Officer  to plan and organize internal events such as staff meetings, retreats, workshops, and leadership team gatherings, ensuring all logistical needs are met.
• Board Relations Management - Manages all aspects of board relations, from meeting logistics and documentation to supporting governance functions and ensuring compliance with organizational bylaws and relevant regulations. Ensures Chief People and Operations Officer along with applicable Leadership Team are aware of Board key dates and deliverables. Responsible for timely posting of agendas, minutes, resolutions, and availability of Board materials in accordance with State, CSU, and Auxiliary Governance requirements. Oversee Board orientation and annual conflict of interest statements.
• Budget and Financial Support - Assists the Chief People and Operations Officer, VP Administration and Finance and Controller in preparing financial summaries, tracking expenditures, and coordinating budget meetings, aligning administrative work with organizational financial goals.
• Special Projects and Research - Works closely with the Leadership team on special projects, providing research, analysis, and recommendations that are aligned with organizational strategies and goals.
• Operational and Organizational Support – Supports the Chief People and Operations Officer in the facilitation of TAP’s operational functions, including business process improvement, vendor relations, film and marketing, facility, commercial services or service operations as applicable to drive efficiency, scalability, and service quality through process improvement, and technology adoption to measure organization performance. Responsible for the oversight of daily office needs in relation to ordering supplies, managing the coordination of office services such as water, storage, Brinks pick up, and cleaning.         
   
• Any additional duties assigned by the Chief People and Operations Officer.

Minimum Qualifications and Experience:

The following describes the ideal experience and attributes a successful candidate will offer:

• Education - Bachelor’s degree in Business Administration, Communications, or related field preferred.
• Experience - A minimum of three to five years of experience in providing administrative support to executive-level staff, preferably within a non-profit organization. Experience in support of senior leadership or board governance in a higher education environment preferred.
• Technical Proficiency - Advance proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and Adobe Suite. Experience with project management software and higher education systems is desirable.

Knowledge, Skills and Abilities:

• Organizational Expertise - Demonstrates strong ability to prioritize multiple tasks seamlessly across various senior leadership roles with attention to detail and accuracy.
• Relationship Building - Strong interpersonal skills and the ability to build relationships with stakeholders, including the Senior Leadership team, board members, staff, and external partners.
• Communication Skills - Exceptional written and verbal communication skills, ensuring clarity and professionalism when supporting the leadership team.
• Problem-Solving and Decision-Making - Proactively identifies challenges faced by senior leadership and offers solutions, ensuring effective problem resolution across leadership activities.
• Discretion and Confidentiality - Demonstrates the highest level of confidentiality and discretion in handling sensitive information related to both the Executive Director and Senior Leadership.
• Adaptability and Flexibility - Ability to support the evolving needs of senior leadership in a fast-paced, dynamic environment with competing priorities.

Equal Employment Opportunity:

The TAP is an Affirmative Action/Equal Opportunity Employer and does not discriminate against persons on basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex sexual orientation, covered veteran status, or any other protected status.

EEO/AA/Disability/Veterans:

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may contact the TAP Human Resources Office at (310) 243-2373.

E-Verify:

This position requires new and re-hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship, and Immigration Service in partnership with the Social Security Administration.

If hired, the successful candidate will be required to furnish proof of legal authorization to work in the United States.

Conditions of Employment:

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth as a condition of employment.

A background check (including a criminal records check) and a Live Scan must be completed satisfactorily for any position that the CSUDH TAP deems sensitive. Sensitive positions are those requiring heightened scrutiny of individuals holding the position based on the potential for harm to children. Concerns for the safety and security of people, animals, or property, or heightened risk for financial loss to the CSUDH TAP or individuals in the university community. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees.

Employment at the TAP is on an at-will basis and can be terminated by either an employee or the TAP at any time with or without cause or advanced notice. Permanent status can neither be obtained nor granted.